IFB_Video_Equipment_Rental_2025.pdf

CALIFORNIA EXPOSITION & STATE FAIR

1600 Exposition Boulevard, Sacramento, CA 95815 State of California Gavin Newsom, Governor

INVITIATION FOR BID

VIDEO EQUIPMENT RENTAL

CSF-25-1235

January 28, 2025

You are invited to review and respond to this Invitation for Bid (IFB) entitled Video Equipment Rental, #CSF-25-1235. In submitting your bid, you must comply with these instructions.

Note that all agreements entered into with the State of California will include by reference General Terms and Conditions and Contractor Certification Clauses.

In the opinion of the California Exposition and State Fair (Cal Expo), this IFB is complete and without need of explanation. However, if you have questions or should you need any clarifying information, please submit your questions to the email shown below. Answers to all questions will be compiled and posted.

Contracts/Procurement Manager California Exposition and State Fair

Contracts@calexpo.com

Please note that no verbal information given will be binding upon the State unless such information is issued in writing as an official addendum.

Thank you for your interest in the California Exposition and State Fair.

https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language?search=general%20terms mailto:Contracts@calexpo.com

California Exposition & State Fair Video Equipment Rental, CSF-25-1235

A. Purpose and Description of Services

Contractor shall provide video equipment, on a rental basis, as described below, for the 2025 California State Fair, July 11 through July 27, 2025, and the 2026 and 2027 State Fairs, with similar dates held at Cal Expo in Sacramento, California.

Services must conform to the specifications outlined in this Invitation for Bid.

For 2025 (similar dates for 2026 and 2027 fairs):

• Load in ALL Video July 9, 2025.

• Performance dates July 11, 2025 through July 27, 2025

• Load out ALL Video July 28, 2025

*Final Load in schedule as advanced by venue Production Manager.

1. Equipment

a) Video Production Equipment: Contractor will provide the following equipment of the same or better quality. Items below represent equipment lists from previous years and does not have to match exactly, but MUST be of equal of better quality.

1 Panasonic AK-HC3800 Camera Kit 1 Panasonic AK-HC3800GS HD Fiber Camera 1 Panasonic AK-HVF70G 7" HD LCD Viewfinder 1 Panasonic AK-HVF70G Sun Shade 1 Canon VCL-B08X200 20X HD Zoom Lens 1 Canon FM-12 Focus Block (Lens) 1 Canon VCL Lens Cap 1 Sony VCT-14/TM700 Quick-Release Tripod Adapter 1 Canon ZSD-15M Zoom Control Handle 1 Canon CR-10 Clamper 2 Canon FFC-15 Focus Controller 1 Canon FC-40 1m Focus Cable 1 Headset Adapter, 5-pin Sony/GV to 4-pin Telex M/M 1 SMPTE Fiber Camera Cable 500' 1 Fujinon HA42X9.7 BERD-U48 HD 42x Lens Kit 1 $1,800.00 Fujinon EA-12A-03b, Optical Stabilizer 1 Fujinon ERD-10A-D01, Digital Zoom Rate Demand Unit 1 Fujinon HA42X9.7 BERD-U48 HD Lens 1 Fujinon HA42x9.7 Case 1 Fujinon Mounting Clamp, Focus Position Dem 1 Fujinon HA42x9.7 Case 1 Fujinon Mounting Clamp, Focus Position Demand Unit 1 Fujinon ALH-117C-01A Mount 1 Fujinon A42X9.7 BERD-S48 42x Lens Cap, Front 1 Fujinon A42X9.7 BERD-S48 42x Lens Cap, Rear 1 Sachtler Video 25 Fluid Head

1 Sachtler EFP-2-CF Carbon Fiber Tripod 1 Sachtler V-25 Tripod Package 1 Sachtler Video 25 Shoe 1 Sachtler Spreader 100/150 Spreader 7003 Heavy Duty 1 Robotic Cameras Microphone Stand, Tall Boom 4 Cam PTZ Transmit Rack 1 Edison(M) to Powercon(Blue) Cable, 6' +/- 3 Panasonic AW-HE120KP, HD PTZ Camera Kit Dual 3 Panasonic AW-HE120KP, HD PTZ Camera PSU Panasonic AW-HE120KP, HD PTZ Camera 3 Camera Power Cable, 4-pin (M) to Coaxial, (AW-HE120) 1 PTZ Clamp 3 Edison to Figure 8 IEC (C7) Power Cable, 6' 3 1 Panasonic Camera Mult (HDSDI, Com, CAT5), 200' 1 Panasonic Camera Mult (HDSDI, Com, CAT5), 150' 1 2 Camera Mult (HDSDI, Ethercon, 4 Pin Power), 100' Camera Mult (HDSDI, Ethercon, 4 Pin Power), 50' 1 Marshall CV346 Compact HD-SDI Camera Kit 1 Marshall CV346 Compact HD-SDI Camera 1 Marshall LEMO Breakout Cable (Power/485/Audio) 1 Tamron Mega Pixel 1/2.7" 2.8-12mm F/1.4 CS Lens 1 Fujinon YV3.3X15SR4A-SA2 1:1.5/15-50mm CS Lens 1 Marshall VS-PTC-50 Camera Remote 1 Marshall 4-pin 12VDC 2.0A PSU 1 Case, 1450, Pelican (Marshall CS346) 1 Fujinon DV10X8SR4A-SA1L 1:1.6/8 to 80mm CS Lens 1 Fujinon YV2.8X2.8SR4A-SA2 1:1.3/2.8-8mm CS Lens 1 Marshall SW-120250 12vdc PSU (VS-PTC-50) 1 Intercom Cable, XLR Microphone, 25' 2 Cable, XLR Microphone, 15' 1 Clearcom CC-400 Double Muff Headset 2 Clearcom CC-300 Single Muff Headset 2 Clearcom HXII-BP-X4 2-Channel HelixNet Beltpack Cable/Converters Cable, Belden 1694F HD-SDI, 100' 4 Cable, Belden 1694F HD-SDI, 50' 4 Cable, Belden 1694F HD-SDI, 25' 4 Decimator MD-HX HDMI / SDI Cross Converter 1 Decimator 12VDC/1250mA PSU 4 Cable, Edison, 12/3 25' 4 Cable, Edison, 12/3 50' 12 Power Strip, Edison 1 Presentation Dongle Kit 1 Presentation Dongle Kit, Zipper Bag 1 USB-C Hub, 3-port USB3 with 1GBPS Ethernet 1 USB Hub, 3-port USB3 with 1GBPS Ethernet 1 Adapter, USB-C(M) to HDMI(F), Dongle (MacBook)

1 Adapter, Mini DisplayPort to HDMI(F), Dongle 1 Adapter, Mini DisplayPort to DVI-D(F), Dongle 1 Adapter, HDMI(M) to DVI-D(F), Dongle 1 Logitech R800 Wireless Presentation Remote 1 BNC Female to Female Barrel 5 Adapter, USB-C(M) to DisplayPort(F), Dongle (MacBook) 1 Playback QLAB 4 VIDEO License USB 1 Cable, Cam-lok, 5-Wire #2 Set, 50' 1 PD-K, Cam-lok, 2x L21-30, 2x L14-20, 3Ph Distro 3 Cam-lok Tee, M/F/F 2 Cam-lok Tee, M/M/F 2 Cam-lok F/F Gender Reverse 1 Ratchet Strap, 2" x 10', Black 1 POV Camera Mount, Mic Stand to 1/4-20 Thread 1 Contour CT20H-100 Head 1 Sachtler Spreader 100/150 Spreader 7003 Heavy Duty 2 Manfrotto 350MVB Tripod 2 Manfrotto 526 Fluid Head 2 Manfrotto 526 Shoe 2 Camera Power Cable, 4-pin (M) to Coaxial, (AW-HE120) 1 Cable, Fiber Optic, Single Mode OS2 12-Strand LC, 650' 1 Contour Tripod Shoe 1 Contour Tripod 1 Sacthler V-25 Tripod Case 1 Contour Tripod Handle 2 Manfrotto 526 Tripod Handle 1 Generic 4-pin 12VDC PSU (Video) 1 Yellobrik OTR1810 SM Fiber<>HD-SDI Bidirectional Transceiver 2 Yellobrik 12vdc EPU15-105 PSU 2 PTZ Clamp 1 Cable, L6-30 Twistlock 208v, 100' 1 Cable, Cam-lok, 5-Wire #2, 10' RED 1 Cable, L14-30 125/250v, 100' 1 Adapter, L21-30 to L6-30 Twistlock 208v 4 Adapter, L21-30(M) to 14-30(F) 1 Cable, L14-30 125/250v, 50' 1 Cable, Cam-lok, 5-Wire #2, 10' BLACK 1 Cable, Cam-lok, 5-Wire #2, 10' GREEN 1 Cable, Cam-lok, 5-Wire #2, 10' BLUE 1 Cable, Cam-lok, 5-Wire #2, 10' WHITE 1 PD-S, Cam-lok, 5x L14-30, 5x L14-20, 1x L21-30, 1x L5-20, 3Ph Distro, Cam Thru 1 PD-S, Cam-lok, 5x L14-30, 5x L14-20, 1x L21-30, 1x L5-20, 3Ph Distro, Cam Thru 1 Adapter, L14-30(M) to L6-30(F) 1 Case, 1620, Pelican

1 Case, 1600, Pelican, Camera 1 Case, 1610, Pelican 1 Case, 1620, Pelican 1 Case, 1620, Pelican 1 Case, 1620, Pelican 1 Case, 1610, Pelican 1 Case, Trunk, 30”x30” 1 Contour Tripod Soft Case 1 Cable, Edison, 12/3 100’ 2 EtherCON Coupler NE8FF Neutrik 3 Ethernet Patch Cable, CAT5e, 5’ – 9’ 1 HP Z24x 24” IPS LED Monitor, 1920x1200, DVI/HDMI/DISPLAY 1 Marshall CV346 Compact HD-SDI Camera Kit 1 Tamron Mega Pixel 1/2.7” 2.8-12mm F/1.4 CS Lens 1 Marshall CV346 Compact HD-SDI Camera 1 Marshall LEMO Breakout Cable (Power/485/Audio) 1 Fujinon YV3.3X15SR4A-SA2 1:1.5/15-50mm CS Lens 1 Marshall VS-PTC-50 Camera Remote 1 Marshall 4-pin 12VDC 2.0A PSU 1 Case, 1450, Pelican (Marshall CS346) 1 Fujinon DV10X8SR4A-SA1L 1:1.6/8 to 80mm CS Lens 1 Fujinon YV2.8X2.8SR4A-SA2 1:1.3/2.8-8mm CS Lens 1 Marshall SW-120250 12vdc PSU (VS-PTC-50) 1 Cable, Belden 1694F HD-SDI, 100’ 3 Cable, HDMI, 5’ – 6’ 1 Camplex, CMX-3GSDI-TR, Single Mode SDI Over Fiber Extender Kit 1 Camplex, CMX-3GSDI-TR, Single Mode SDI Over Fiber Extender, PSU 2 Camplex, CMX-3GSDI-TR, Single Mode SDI Over Fiber Extender (T) 1 Camplex, CMX-3GSDI-TR, Single Mode SDI Over Fiber Extender ® 1 Camplex, CMX-3GSDI-TR, Single Mode SDI Over Fiber Extender, Case 1 Aivica DI5 3G HDSDI to HDMI Converter 2 Edison to IEC (C13) Power Cable, 6’PSU, 5V/1A, 5.5mm x 2.1mm Coaxial 2 13’-1” x 9’-10” LED Wall 4.8mm Cable, Ethercon to URM LED Cable 5 Way HOD, 100’ 1 Cable, Ethercon LED Cable 5 Way HOD, 150’ 1 Cable, Ethercon to URM LED Cable 5 Way HOD, 100’ 1 Cable, Ethercon LED Cable 5 Way HOD, 150’ 1 NovaStar HD LED Processor Rack (UPAD) 1 Unilumin UPAD III H-Series Rigging Beam 54 2 Unilumin URM III-04 4.8mm LED Tile, 1000mm x 500mm 54 Cable, CAT5E STP Jumper 36” (UPAD/URM LED) 54 Cable, True1 Jumper 36” (UPAD/URM LED) 2 CM Lodestar 1/2 Ton Chain Motor Hoist, 3ph, 50’ Chain 1 Motor Controller, 6-way 3ph, 7-pin Socapex 1 Motor Controller Pendant Extension, 75’, Tajimi 6 CM Lodestar 1/2 Ton Chain Motor Hoist, 3ph, 60’ Chain

1 Chain Bag, Chain Motor, CM Lodestar 6 Cable, Motor Control, 7-pin Socapex, 150' 4 Cable, Motor Control, 7-pin Socapex, 75' 1 CM Hoist Pickle, L14-20 1 Motor Controller Pendant Remote, 6-way, 50', Tajimi 2 Spanset, 6', GAC, Black 1 Chain Bag, Chain Motor, CM Lodestar 6 Cable, Motor Control, 7-pin Socapex, 150' 4 Cable, Motor Control, 7-pin Socapex, 75' 1 CM Hoist Pickle, L14-20 1 Motor Controller Pendant Remote, 6-way, 50', Tajimi 2 Spanset, 6', GAC, Black 1 Chain Bag, Chain Motor, CM Lodestar 8 Spanset, 3', Polyester, Black 15 Shackle, 5/8" 1 Cable, L21-30 120/208v Twistlock, 100' 2 Socapex Multicable, 16ga, 50' (48'-56') 2 Socapex Multicable, 16ga, 100' (96'-100') 1 Socapex Fan-out, True1(f), 6' 1 Lenovo W530 Laptop, CTO Novastar Dedicated 1 Stage Distro Cable, Cam-lok, 5-Wire #2 Set, 5' Tails (Rev G/N) 1 Cable, Cam-lok, 5-Wire #2 Set, 100' 1 PD-N, Leprecon, Cam-lok, 24x208v Dual Socapex, 6xL6-20 2xPBG, 3ph Distro, Cam Thru 1x 13'-1" x 9'-10" Delay LED Wall 5.9mm Unilumin UPAD III H05 5.9mm LED Tile, 1000mm x 500mm 30 Unilumin UPAD III H-Series Hanging Bar, Double 4 Unilumin UPAD III H-Series Latch Plate, ARTICULATING 60 30 Cable, CAT5E STP Jumper 36" (UPAD/URM LED) 30 Cable, True1 Jumper 36" (UPAD/URM LED) 1 Socapex Fan-out, True1(f), 6' 1 NovaStar HD LED Processor Rack (UPAD) 1 CM Prostar Compact 1/4 Ton Chain Motor Hoist, 3ph, 60' Chain 4 CM Hoist Pickle, L14-20 1 Motor Controller, 6-way 3ph, 7-pin Socapex 1 Motor Controller Pendant Extension, 75', Tajimi 1 Cable, Motor Control, 7-pin Socapex, 100' 4 Spanset, 6', GAC, Black 1 Motor Controller Pendant Remote, 6-way, 50', Tajimi 4 Spanset, 3', Polyester, Black 2 10 Shackle, 5/8" 1 Cable, L21-30 120/208v Twistlock, 100' 1 Socapex Multicable, 16ga, 100' (96'-100') 1 Socapex Multicable, 16ga, 50' (48'-56') 1 EtherCON Patch Cable, CAT5e, 100' 1 EtherCON Patch Cable, CAT5e, 150'

1 Delay Distro Cable, Cam-lok, 5-Wire #2 Set, 5' Tails (Rev G/N) 1 PD-N, Leprecon, Cam-lok, 24x208v Dual Socapex, 6xL6-20 2xPBG, 3ph Distro, Cam Thru 1 Delay Signal Distro Cable, Fiber Optic, Single Mode OS2 4-Strand LC, 500' 1 Yellobrik 12vdc EPU15-105 PSU 1 Yellobrik 12vdc EPU15-105 PSU 1 Yellobrik ORR1802 SM Fiber>HD-SDI Receiver 1 Yellobrik OTT1812 SM HD-SDI>Fiber Transmitter 2 Netgear Prosafe GS110TPv2 8-Port with 2x SFP Gigabit Switch 1 Netgear PSU GS110TPv2 2 SFP, Singlemode, 1310nm, LC 1 Unilumin UPAD III H-Series Latch Plate, ARTICULATING 5 NovaStar VX4S-N LED Display Video Controller 1 Unilumin URM III Hanging/Ground Stacking Bar, Double 8 Unilumin URM III Hanging/Ground Stacking Bar, Single 1 Adapter, Edison x3 to L21-30(F) 1 Rigging Rope, PA Tower 4 Video Laptop, NovaStar/EventMaster, Lenovo T470 1 USB Numeric Keypad 1 Computer Mouse, Generic, Optical, Corded 1 Video Laptop, NovaStar/EventMaster, Lenovo T470 1 1 Lenovo Thinkpad T470 PSU 1 EtherCON Patch Cable, CAT5e, 50' 1 EtherCON Coupler NE8FF Neutrik 4 EtherCON Patch Cable, CAT5e, 330' 2 Ethernet Patch Cable, CAT5e, 5' - 9' 1 Unilumin UPAD III H05 5.9mm LED Tile, 1000mm x 500mm 3 Unilumin UPAD III H-Series Hanging Bar, Double 1 Unilumin UPAD III H-Series Latch Plate, RIGHT 5 Unilumin UPAD III H-Series Latch Plate, LEFT 5 Unilumin UPAD III H-Series Latch Plate, DOWN/UP 11 1 Level, 2' Lenovo W530 PSU, 170W (45N0117), CTO NOVASTAR 1 Cable, Cam-lok, 5-Wire 2/0, 50' BLACK 1 Cable, Cam-lok, 5-Wire 2/0, 50' WHITE 1 Cable, Cam-lok, 5-Wire 2/0, 50' GREEN 1 Cable, Cam-lok, 5-Wire 2/0, 50' RED 1 Socapex Fan-out, True1(f), UPAD/URM, 11' 2 Cable, Cam-lok, 5-Wire 2/0, 50' BLUE 1 Case, 710, Seahorse 1 Case, 710, Seahorse 1 Case, 1400, Pelican 1 15 Case, Unilumin URM III-04, 4-Tile 1 Case, Unilumin URM III-04, 4-Tile 1 Case, Unilumin URM III Series, Utility 1 Case, Unilumin UPAD III H-Series, Utility

1 Case, Unilumin URM III Series, Utility 1 Case, CM Lodestar, Dual Motor, DS 1 Case, Unilumin UPAD III H-Series, 5-Tile 1 Case, Unilumin UPAD III H-Series, 5-Tile 1 Case, Trunk, 30"x30", Cable 1 Case, Unilumin UPAD III H-Series, 5-Tile 1 Case, Unilumin UPAD III H-Series, 5-Tile 1 Case, Trunk, 30"x30", Small CM 1/4 Ton 1 Case, Unilumin UPAD III H-Series, 5-Tile 1 Case, Unilumin UPAD III H-Series, 5-Tile 1 Case, Trunk, 30"x45", 1 Case, CM Lodestar Chain Motor, DS 1 Case, CM Lodestar Chain Motor, DS 1 Case, Trunk, 30"x45", 1 Case, CM Lodestar Chain Motor, DS 1 Laptop Soft Case, Zipper Bag, Targus 1 Netgear PSU GS110TPv3 3 Pop-up Tent, 10' x 10' 12 Sand Bag, 25lbs - 35lbs 1 Table, Banquet, 6' X 30"

b) Video Screens:

1) In addition to the technical requirements above, Cal Expo has unique needs for screens with the ability to show separate images on each screen. Broadcast quality picture in direct sunlight is required and screens need to be viewable from close range, at sharp angles, and at distance with the following specifications:

2) Stage is surrounded on three (3) sides by water. Roof has weight limitations.

3) All rigging for the stage left and stage right screens MUST be compatible with existing support system. Inside dimensions of video arches that are located on stage left and stage right is 13’ W x 16’6” H.

4) California State Fair employs an Interpreter for the Hearing Impaired and (1) Robotic Camera, (1) Video LCD/LED display is required for the ASL. Interpreter to be broadcast to PIP on all video screens.

5) Equipment:

• Three (3) screens, 9’ x 12’, LED Sony, BARCO, Lighthouse, 6mm or better;

• One (1) stage left, one (1) stage right, and one (1) back of house;

• Include all rigging and support equipment, i.e., motors, switching, cabling, etc. to attach to existing stage structure, uninterruptable power supply (UPS) required.

• Include one (1) Professional broadcast quality camera & camera operator and a four (4) camera remote controlled package. See Technician Requirements, Item #2 below.

• Stage to front of house is approximately 150’; rear screen to front of house is approximately 50’;

• Cal Expo will provide labor for load-in and load-out;

• Ability for multiple screen content switching during the day;

• Real time messaging system.

2. Technician Requirements

One Video Technician will be required to be onsite every day of the fair for every Artist Performance. The start times each day may vary and will not correlate with Stage Call Times. Start times to be directed and supervised at the discretion of the Production Manager.

Other duties will include running promotional spots for the California State Fair via laptop computer. PowerPoint and video editing software may be required to format video content into usable formats. Other video content may include sponsorships, attractions, and upcoming events. Daily Video promotional material provided by various sources, i.e., FMX Exhibition daily (if applicable), Event Partnership co/sponsor spots, possible local news channel content.

a) One Camera Operator will be required to be on site and will be required operate camera for each and every Artist Performance. Camera Operator to be in position 20 minutes prior to the start of performance each evening.

Load-in of ALL equipment is executed on Wednesday, July 9, 2025. Load-in procedures is to ensure that equipment is dropped to the ground from trucks and rolled up on to stage via load ramp.

3. Servicing of Equipment

a) Contractor shall provide all parts and service necessary to ensure equipment is fully operational at all times.

b) In the event of any technical fault or service-related problem with any of the equipment, Contractor shall repair or replace equipment within four (4) hours of receiving notification from Cal Expo. Cal Expo may terminate this Agreement or cease paying rent should Contractor fail to maintain the equipment properly.

4. California State Fair Hours: Monday through Thursday, 4:00 PM until 10:00 PM;

Friday, Saturday, and Sunday, 10:00 AM until 10:00 PM.

5. Subcontracting: No subcontracting is allowed for any portion of this agreement.

6. Term: Term of this agreement is July 1, 2025, through August 1, 2027.

Equipment requested by Cal Expo may change from year to year as described in the Invitation for Bid for this agreement.

7. Final Approval: The Cal Expo Board of Directors will provide final approval on all contracts over $100,000.

8. Payment: Payment will be made, in arrears, after satisfactory completion of services and approval of invoices submitted.

B. Minimum Qualifications for Bidders

The bidder must demonstrate that it meets all of the following minimum qualifications to be considered responsive to this IFB. Failure to satisfy all of the minimum qualifications shall be cause for rejection of the respondent’s bid.

1. Bidder must have a minimum of three (3) years of experience, within the last five (5) years, providing video equipment and services to venues that have a capacity of 7,500 or more and providing video system equipment and technicians to support national/international recording artists.

2. Bidder must have trained technicians with a minimum of three (3) years of experience, within the last five (5) years, to operate all required equipment.

Technicians’ experience must include venues that have a capacity of 7,500 or more and providing services to support national/international recording artists.

3. Bidder must submit three (3) favorable references from clients, where services have been provided within the last two (2) years, with concert venues with a capacity of 7,500 or more and similar to that at the California State Fair.

C. Bid Requirements and Information

1. Key Action Dates

Event Date

IFB Published January 28, 2025

Question Due February 4, 2025, 5:00 PM

Answers Posted February 7, 2025

Bids Due February 11, 2025, 4:00 PM

Proposed Award Date (tentative) Week of February 17, 20025

2. Submission of Bid:

a) All bids must be submitted via email to the email address below by dates and times shown in Section C, Bid Requirements and Information, Item 1.

contracts@calexpo.com Contract/Procurement Manager

California Exposition & State Fair

IFB # CSF-25-1235

VIDEO EQUIPMENT RENTAL

b) All bids shall include the documents identified in Section D. Bids not including the proper "required attachments" shall be deemed non-responsive. A non-responsive bid is one that does not meet the basic bid requirements.

c) All documents requiring a signature must bear an original signature of a person authorized to bind the bidding firm.

d) Bids must be submitted for the performance of all the services described herein. Any deviation from the work specifications will not be considered and will cause a bid to be rejected.

e) A bid may be rejected if it is conditional or incomplete, or if it contains any alterations of form or other irregularities of any kind. Cal Expo may reject any or all bids and may waive an immaterial deviation in a bid. Cal Expo’s waiver of an immaterial deviation shall in no way modify the IFB document or excuse the bidder from full compliance with all requirements if awarded the agreement.

mailto:contracts@calexpo.com

f) Costs incurred for developing bids and in anticipation of award of the agreement are entirely the responsibility of the bidder and shall not be charged to Cal Expo.

g) An individual who is authorized to bind the bidder contractually shall sign the Bid/Bidder Certification Sheet. The signature should indicate the title or position that the individual holds in the firm. An unsigned bid may be rejected.

h) A bidder may modify a bid after its submission by withdrawing its original bid and resubmitting a new bid prior to the bid submission deadline. Bidder modifications offered in any other manner, oral or written, will not be considered.

i) A bidder may withdraw its bid by submitting a written email withdrawal request to Cal Expo at contracts@calexpo.com. A bidder may submit a new bid prior to the bid submission deadline. Bids may not be withdrawn without cause subsequent to bid submission deadline.

j) Cal Expo may modify the IFB prior to the date fixed for submission of bids by the issuance of an addendum to all parties who received a bid package.

k) Cal Expo reserves the right to reject all bids. Cal Expo is not required to award an agreement.

l) Before submitting a response to this solicitation, bidders should review, correct all errors and confirm compliance with the IFB requirements.

m) Where applicable, bidder should carefully examine work sites and specifications. Bidder shall investigate conditions, character, and quality of surface or subsurface materials or obstacles that might be encountered.

No additions or increases to the agreement amount will be made due to a lack of careful examination of work sites and specifications.

n) Cal Expo does not accept alternate contract language from a prospective contractor. A bid with such language will be considered a counter proposal and will be rejected. The State’s General Terms and Conditions (GTC) are not negotiable.

o) No oral understanding or agreement shall be binding on either party.

3. Evaluation and Selection

a) At the time of bid opening, each bid will be checked for the presence or absence of required information in conformance with the submission requirements of this IFB.

mailto:contracts@calexpo.com

b) Cal Expo will evaluate each bid to determine its responsiveness to the published requirements.

c) Bids that contain false or misleading statements, or which provide references, which do not support an attribute or condition claimed by the bidder, may be rejected.

d) Award, if made, will be to the lowest responsive responsible bidder.

4. Award and Protest

a) Whenever an agreement is awarded under a procedure, which provides for competitive bidding, but the agreement is not to be awarded to the low bidder, the low bidder shall be notified “by telegram, electronic facsimile transmission, overnight courier, internet transmission, or personal delivery five (5) working days prior to the award of the agreement.

b) Upon written request by any bidder, notice of the proposed award shall be posted in a public place in the office of the awarding agency at least five (5) working days prior to awarding the agreement.

c) If any bidder, prior to the award of agreement, files a written protest with the

Department of General Services, Office of Legal Services, 707 Third Street, 7th Floor, Suite 7-330, West Sacramento, CA 95605 and Cal Expo on the grounds that the (protesting) bidder is the lowest responsive responsible bidder, the agreement shall not be awarded until either the protest has been withdrawn or the Department of General Services has decided the matter.

d) Within five (5) days after filing the initial protest, the protesting bidder shall file with the Department of General Services and Cal Expo a detailed written statement specifying the grounds for the protest. The written protest must be sent to the Department of General Services, Office of Legal Services, 707 Third Street, 7th Floor, Suite 7-330, West Sacramento, California 95605. A copy of the detailed written statement should be mailed to Cal Expo. It is suggested that you submit any protest by certified or registered mail.

e) Upon resolution of the protest and award of the agreement, Contractor must complete and submit to Cal Expo the Payee Data Record (STD 204), to determine if the Contractor is subject to state income tax withholding pursuant to California Revenue and Taxation Code Sections 18662 and 26131. This form can be found on the Internet at www.osp.dgs.ca.gov under the heading FORMS MANAGEMENT CENTER. No payment shall be made unless a completed STD 204 has been returned to Cal Expo.

f) Upon resolution of the protest and award of the agreement, Contractor must sign and submit to Cal Expo page one (1) of the Contractor Certification Clauses (CCC), which can be found on the Internet at www.dgs.ca.gov/contracts. This document is only required if the bidder has not submitted this form to Cal Expo within the last three (3) years.

5. Disposition of Bids

a) Upon bid opening, all documents submitted in response to this IFB will become the property of Cal Expo and will be regarded as public records under the California Public Records Act (Government Code Section 6250 et seq.) and subject to review by the public.

6. Agreement Execution and Performance

a) Performance shall start not later than express date set by the awarding agency and the Contractor, after all approvals have been obtained and the agreement is fully executed. Should the Contractor fail to commence work at the agreed upon time, Cal Expo, upon five (5) days written notice to the Contractor, reserves the right to terminate the agreement. In addition, the Contractor shall be liable to Cal Expo for the difference between Contractor's bid price and the actual cost of performing work by the second lowest bidder or by another contractor.

b) All performance under the agreement shall be completed on or before the termination date of the agreement.

C. Preference Programs

This IFB includes the Small Business Preference. Complete information can be found at https://caleprocure.ca.gov/pages/sbdvbe-index.aspx.

D. Required Attachments

Refer to the following pages for additional Required Attachments that are a part of this IFB.

https://caleprocure.ca.gov/pages/sbdvbe-index.aspx

ATTACHMENT 1

BID/BIDDER CERTIFICATION SHEET

This Bid/Bidder Certification Sheet must be signed and returned along with all the "required attachments" as an entire package with digital signatures.

A. Place all required attachments behind this certification sheet.

B. The signature affixed hereon and dated certifies compliance with all the requirements of this bid document. The signature below authorizes the verification of this certification.

An Unsigned Bid/Bidder Certification Sheet May Be Cause For

Rejection

1. Company Name 2. Telephone Number 2a. Fax Number

3. Address

Email Address:

Indicate your organization type:

4. Sole Proprietorship 5. Partnership 6. Corporation Indicate the applicable employee and/or corporation number:

7. Federal Employee ID No.

8. California Corporation No.

9. Indicate applicable license and/or certification information:

10. Bidder’s Name (Print) 11. Title

12. Signature 13. Date

14. Are you certified with the Department of General Services, Office of Small Business

Certification and Resources (OSBCR) as:

a. California Small Business

Yes No If yes, enter certification number:

b. Disabled Veteran Business Enterprise Yes No

If yes, enter your service code below:

NOTE: A copy of your Certification is required to be included if either of the above items is checked “Yes”.

Date application was submitted to OSBCR, if an application is pending:

Completion Instructions for Bid/Bidder Certification Sheet

Complete the numbered items on the Bid/Bidder Certification Sheet by following the instructions below.

Item Numbers

Instructions

1, 2, 2a, Must be completed. These items are self-explanatory.

Check if your firm is a sole proprietorship. A sole proprietorship is a form of business in which one person owns all the assets of the business in contrast to a partnership and corporation. The sole proprietor is solely liable for all the debts of the business.

Check if your firm is a partnership. A partnership is a voluntary agreement between two or more competent persons to place their money, effects, labor, and skill, or some or all of them in lawful commerce or business, with the understanding that there shall be a proportional sharing of the profits and losses between them. An association of two or more persons to carry on, as co-owners, a business for profit.

Check if your firm is a corporation. A corporation is an artificial person or legal entity created by or under the authority of the laws of a state or nation, composed, in some rare instances, of a single person and his successors, being the incumbents of a particular office, but ordinarily consisting of an association of numerous individuals.

7 Enter your federal employee tax identification number.

Enter your corporation number assigned by the California Secretary of State’s Office. This information is used for checking if a corporation is in good standing and qualified to conduct business in California.

Complete, if applicable, by indicating the type of license and/or certification that your firm possesses and that is required for the type of services being procured.

10, 11, 12, 13

Must be completed. These items are self-explanatory.

If certified as a California Small Business, place a check in the "Yes" box, and enter your certification number on the line. If certified as a Disabled Veterans Business Enterprise, place a check in the "Yes" box and enter your service code on the line. If you are not certified to one or both, place a check in the "No" box. If your certification is pending, enter the date your application was submitted to OSBCR.

ATTACHMENT 2

BIDDER REFERENCES

Submission of this attachment is mandatory. Failure to complete and return this attachment with your bid will cause your bid to be rejected and deemed non-responsive.

List below three references for services performed within the last five years, which are similar to the scope of work to be performed in this agreement. References will be checked. If any unfavorable information is received by Cal Expo, a bid may be rejected as being not responsible.

REFERENCE 1

Name of Firm Street Address City State Zip Code Contact Person Telephone Number Dates of Service Value or Cost of Service Brief Description of Service Provided

REFERENCE 2

Street Address City State Zip Code Contact Person Telephone Number

REFERENCE 3

Street Address City State Zip Code Contact Person Telephone Number

ATTACHMENT 3

COST SHEET

Name of Bidder: ____________________________________________________

Signature of Bidder: _________________________________________________

Bidder agrees to furnish all labor, materials, tools and equipment necessary to accomplish the work in accordance with the specifications herein for amounts as follows. Bids are based on services for the 2025, 2026, and 2027 California State Fairs.

REQUIRED:

• Three (3) screens, 9’ x 12’, LED Sony, BARCO, Lighthouse, 6mm or better;

• One (1) stage left, one (1) stage right, and one (1) back of house;

• Include all rigging and support equipment, i.e., motors, switching, cabling, etc. to attach to existing stage structure, uninterruptable power supply (UPS) required;

• Include one (1) Professional Broadcast quality Camera & camera operator and a four (4) camera remote controlled package;

• Stage to front of house is approximately 150’; rear screen to front of house is approximately 50’;

• Cal Expo will provide labor for load-in and load-out;

• Ability for multiple screen content switching during the day;

• Real time messaging system;

• All production equipment listed in paragraph A(1)(a) of this IFB. Of same or better quality acceptable.

Video Equipment Rental Bid Amount Video Equipment Rental - 2025 California State Fair $

Video Equipment Rental - 2026 California State Fair $

Video Equipment Rental - 2027 California State Fair $

TOTAL BID (3 years)

(BASIS OF AWARD)

NOTE: Bid amount includes all expenses related to completing the work described in this IFB.

ATTACHMENT 4

CALIFORNIA CIVIL RIGHTS LAWS CERTIFICATION

Pursuant to Public Contract Code section 2010, if a bidder or proposer executes or renews a contract over $100,000 on or after January 1, 2019, the bidder or proposer hereby certifies compliance with the following:

1. CALIFORNIA CIVIL RIGHTS LAWS: For contracts over $100,000 executed or renewed after January 1, 2019, the contractor certifies compliance with the Unruh Civil Rights Act (Section 51 of the Civil Code) and the Fair Employment and Housing Act (Section 12960 of the Government Code); and

2. EMPLOYER DISCRIMINATORY POLICIES: For contracts over $100,000 executed or renewed after January 1, 2019, if a Contractor has an internal policy against a sovereign nation or peoples recognized by the United States government, the Contractor certifies that such policies are not used in violation of the Unruh Civil Rights Act (Section 51 of the Civil Code) or the Fair Employment and Housing Act (Section 12960 of the Government Code).

CERTIFICATION

I, the official named below, certify under penalty of perjury under the laws of the State of California that the foregoing is true and correct.

Proposer/Bidder Firm Name (Printed)

Federal ID Number

By (Authorized Signature)

Printed Name and Title of Person Signing

Date Executed Executed in the County and State of

ATTACHMENT 5

BIDDER’S LIST OF EQUIPMENT TO BE PROVIDED (provide detailed list)

ATTACHMENT 6

STATE OF CALIFORNIA DEPARTMENT OF GENERAL SERVICES

GENAI REPORTING AND FACT SHEET PROCUREMENT DIVISION

STD 1000 (REV. 07/2024)

Generative Artificial Intelligence (GenAI) Reporting and Factsheet

Solicitation / Contract Number Bidder ID / Vendor ID (optional)

Business Name Business Telephone Number

Business Address City State Zip Code

Contract / Description of Purchase

Will you and/or your subcontractor(s) be using or offering GenAI technology, model, service, or system (collectively, “product”)? Yes No (If no, skip to Signature section of this form.)

If yes, provide details regarding the GenAI system. See GenAI Reporting and Factsheet Instructions at the end of this form for more information.

Failure to provide information requested on this form may result in disqualification or may void any resulting contract.

STATE OF CALIFORNIA DEPARTMENT OF GENERAL SERVICES

GENAI REPORTING AND FACT SHEET PROCUREMENT DIVISION

STD 1000 (REV. 07/24)

2. (GenAI powered, or driven), applications / product owner

3. Product Description

4. Use Case(s)

5. Intended Information Domain

6. Explain how the GenAI system is not adversely affecting decisions that materially impact access to, or approval for, housing or accommodations, education, employment, credit, health care, and criminal justice.

By signing this document, I have identified and reported any GenAI use in the performance of this contract. If any new or previously unreported GenAI use is identified in the future in the performance of this contract, we will complete and submit to the State an updated STD 1000.

Signature Date

Submit completed form to the awarding department

STATE OF CALIFORNIA DEPARTMENT OF GENERAL SERVICES

GENAI REPORTING AND FACT SHEET PROCUREMETN DIVISION

STD 1000 (REV. 07/2024)

GenAI Reporting and Factsheet Instructions Please use the following definitions and instructions to complete the GenAI Reporting and Factsheet:

1. GenAI Model Name, LLM Version (including number of parameters) & list ALL model names/owners for the solution or offering

a. Definition: The unique identifier or name assigned to the specific GenAI model or service.

b. Purpose: Allows users to refer to and distinguish between different GenAI models.

2. (GenAI powered, or driven), applications/product owner:

a. Definition: The name of the organization or entity responsible for creating or deploying the GenAI model or service.

b. Purpose: Helps identify the source and accountability for the GenAI system.

3. Product Description:

a. Definition: A concise summary of the GenAI model’s purpose, functionality, and key characteristics.

b. Purpose: Provides a high-level understanding for users and stakeholders.

4. Use Case(s):

a. Definition: The intended use or goal of the GenAI model (e.g., image recognition, natural language processing, text summarization).

b. Purpose: Helps users assess whether the GenAI model aligns with their needs.

5. Intended Information Domain:

a. Definition: The context, subject matter, or domain for which the GenAI model is designed to operate effectively.

b. Purpose: Helps users determine if the GenAI model is suitable for their specific use case.

6. Adverse Impact:

a. Explain below how you are ensuring the GenAI system is not adversely affecting decisions that materially impact access to, or approval for, housing or accommodations, education, employment, credit, health care, and criminal justice.

7. Signature:

a. The signatory for the Contract shall also sign the STD 1000

General Contract Provisions

General Terms and Conditions (GTC 04/2017)

Generative AI (GenAI) Disclosure & Factsheet

The State of California seeks to realize the potential benefits of GenAI, through the development and deployment of GenAI tools, while balancing the risks of these new technologies.

Proposers must notify the State in writing if their solution or service includes, or makes available, any GenAI technology, including GenAI from third parties or subcontractors. The State has developed a GenAI Disclosure & Factsheet to be completed by the Proposers.

Failure to disclose GenAI to the State and submit the GenAI Disclosure & Factsheet will result in disqualification of the Proposers and may void any resulting contract. The State reserves its right to seek any and all relief it may be entitled to as a result of such non-disclosure.

Upon receipt of a Proposal GenAI Disclosure & Factsheet the state reserves the right to incorporate GenAI Special Provisions into the final contract or reject proposals that present an unacceptable level of risk to the state.

Special Terms and Conditions

1. GENERAL LIABILITY INSURANCE: At all times Contractor shall maintain at its own cost and expense commercial general liability insurance coverage with minimum limits of at least $1,000,000 per occurrence combined single limit for bodily injury and property damage and cover damages for bodily injury, property damage, personal injury liability, and products and completed operations liability. The general liability insurance coverage shall include the following provisions:

a. State of California, California Exposition & State Fair, its agents, officers, directors and employees are made additional insured but only insofar as the operations under this agreement are concerned.

b. Cal Expo shall not be responsible for the payment of any premiums or assessments on the policy.

c. Contractor shall submit insurance certificates to Cal Expo for approval by appropriate agencies prior to the commencement of operation on the premises.

At least thirty (30) days prior to the expiration of any policy, a new insurance certificate with renewal information shall be filed with Cal Expo. Contractor shall furnish Cal Expo a certified copy of the policy within ten (10) days upon request.

https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language?search=general%20terms%20and%20conditions https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std1000.pdf https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std1000.pdf

d. Certificate of Insurance and/or policy must cover for the term of the agreement including the period described as set-up and clean-up period, if any.

e. Contractor agrees that the liability insurance herein provided shall be in effect at all times during the term of this agreement. In the event said insurance coverage expires at any time or times during the term of this agreement, Contractor agrees to provide the California Exposition & State Fair, PO Box 15649, Sacramento, CA 95852, a new certificate of insurance evidencing insurance coverage as provided for herein for not less than one year or the remainder of the term of this agreement. New Certificates of Insurance are subject to the approval of the California Exposition & State Fair and Contractor agrees that no activity by Contractor contemplated by this agreement be performed after the insurance expires and prior to the giving of such approval.

In the event Contractor fails to keep in effect at all times during the term of this agreement the insurance coverage as herein provided, Cal Expo may, in addition to any other remedies it may have, terminate this agreement upon the occurrence of such event.

2. WORKERS’ COMPENSATION INSURANCE: Contractor certifies and is aware of the provisions of Section 3700 of the Labor Code which requires every employer to be insured against liability for Workers’ Compensation or to undertake self-insurance in accordance with the provisions of that Code, and Contractor affirms to comply with such provisions before commencing the performance of the work of this Agreement. Contractor’s workers compensation insurance policy shall be endorsed with a waiver of subrogation in favor of the State of California in the event the contractor employs any person, in any manner, that is subject to the Workers Compensation Laws of California.

3. PROPERTY INSURANCE: At all times Contractor shall maintain at its own cost and expense all-risk property insurance coverage on the buildings, improvements, fixtures, furnishings, equipment and all other personal property, including supplies of the Contractor on the premises, on replacement of the property in event of loss.

4. AUTOMOBILE LIABILITY INSURANCE: At all times Contractor shall maintain at its own cost and expense automobile liability insurance coverage with limits not less than $1,000,000 combined single limit per accident.

5. DAMAGE TO EQUIPMENT: Cal Expo does not have responsibility for loss or damage to Contractor’s property arising from causes beyond the control of Cal Expo.

6. MEGAN’S LAW: Prior to start of work, Contractor shall provide Cal Expo with a list of all individuals, including any subcontractors, ages 18 and over who have access to the Cal Expo premises by completing Cal Expo’s Megan’s Law Form. All such individuals will be checked by Cal Expo’s authorized through the California Department of Justice Megan’s Law Sex Offenders file.

7. DRONE POLICY: In order to protect the safety, security, privacy, and property interests of Cal Expo, its employees, agents, contractors, and the public, any operation or use of unmanned aircraft systems, remote-or-radio controlled model aircraft of all types, shapes, and sizes, or any other similar type devices (collectively “Drones”) is prohibited on the premises of Cal Expo or within the Cal Expo’s air rights, without prior written approval from Cal Expo. Please be advised that violation of this policy will result in immediate ejection from Cal Expo’s premises and may subject the violator to a criminal trespass warning or arrest for those who fail to comply.

8. RIGHT TO TERMINATE:

Cal Expo reserves the right to terminate this agreement subject to 30 days written notice to the Contractor if Cal Expo determines it cannot meet budgetary or financial obligations under this agreement or its operational needs have changed.

Contractor may submit a written request to terminate this agreement only if Cal Expo should substantially fail to perform its responsibilities as provided herein.

However, the agreement can be immediately terminated for cause. The term “for cause” shall mean that the Contractor fails to meet the terms, conditions, and/or responsibilities of the contract. In this instance, the contract termination shall be effective as of the date indicated on Cal Expo’s notification to the Contractor.

This agreement may be suspended or cancelled without notice, at the option of the

Contractor, if the Contractor or Cal Expo’s premises or equipment are destroyed by fire or other catastrophe, or so substantially damaged that it is impractical to continue service, or in the event the Contractor is unable to render service as a result of any action by any governmental authority.